Renewals

Membership Renewal

Unit Renewal

Membership Renewal

Unit Renewal

Welcome to the Membership Renewal and Unit Renewal page. These renewal processes are completely new for 2024. Please review the information on these pages carefully and contact us if there are any questions.

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Unit Renewal

Table of Contents

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Overview

Unit Renewal is the new process for 2024, to renew or extend the agreement with the Chartering Organization to operate the unit for another year. This process was previously called “Rechartering” or “Charter Renewal.” Unlike the old process, youth and adult members are no longer renewed with the unit. Membership fees are also seperated from the unit charter. Memberships are a set twelve month term from the time each member registers regardless of when the unit renews. Therefore, Unit Renewal and Membership Renewal are new and separate processes.

– The Unit Renewal fees can be paid online using a credit/debit card or bank transfer, or in-person by check. The Unit Renewal cost includes the following fees:

  • National Registration Fee
    • $100
  • Administrative Fee
    • 3% for credit/debit card transactions
    • $1 for Bank Transfer (i.e., ACH Payment)
Note: All unit fees are NON-REFUNDABLE.

Important Unit Renewal Dates

9/01/2024  Unit Renewal opens for a unit sixty calendar days (i.e., two months) prior to the unit’s current charter expiration date, typically 10/31/2024. Units need start completing the Until Renewal process as soon as possible!

 9/30/2024  Units should plan to complete the Unit Renewal process at least one month prior to the current charter expiration date to allow time for the required renewal request, payment, and Annual Unit Charter Agreement to be received and processed by the Council Registrar. Any Unit Renewal problems need to be addressed before the charter expiration date of 10/31/2024.

 1/01/2025  If the Unit Renewal process is not completed by the end of the sixty day (i.e., two month) lapse period (i.e., 11/01/2024–12/31/2024), then the unit will be dropped and all of its members will become “Members without a unit.” Members on this report will be contacted by District or Council resources to help them find a new unit to join so that they can continue their Scouting journeys.

Important Unit Renewal Dates

9/01/2024  Unit Renewal opens for a unit sixty days (i.e., two months) prior to the unit’s current charter expiration date, typically 10/31/2024.

 10/31/2024  The Unit Renewal process should be completed for the unit.

11/30/2024  There is a thirty day (i.e., one month) lapse period from the date of the current charter expiration date. Unit Renewal closes.

 12/01/2024  If the Unit Renewal process is not completed by the end of the lapse period then the unit will be dropped and all of its members will become “Members without a unit.”

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Timeline

Below is an overview of the general Unit Renewal timeline. 

Note: The embedded PDF file below can be enlarged for viewing and downloaded to print.

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Be Prepared – Preparation

Units should complete the following to prepare for when the Unit Renewal option becomes available to the unit on 9/01/2024:

  1. Verify that all registered leaders have completed or renewed Youth Protection Training (YPT), have completed the background check, are registered, and are current paid members. Background checks may take up to 6 weeks for new leaders.
    ℹ Note: The best practice is to have adult leaders renew their YPT annually so that it’s always up to date. Doing this during the annual Unit Renewal period is an excellent time to ensure that adult leader YPT is valid through the next twelve months.
  2. Unit Key 3 should identify a Unit Renewal Champion and provide that person with Charter Organization  Representative (COR) Delegate access.
  3. Verify login for My.Scouting.org.
  4. Identify at least five leaders (see below); Use the My.Scouting.org > Menu > select unit (i.e., Organization) > Organization Manager > Position Manager function to update, if necessary.
    • Packs = Charter Organization Representative (COR), Pack Committee Chair, Cubmaster, at least two Committee Members, and at least one Den Leader.
    • Troops, Crews, Ships, and Post = Charter Organization Representative (COR), Unit Committee Chair, unit leader (e.g., Scoutmaster), and at least two Committee Members.
  5. Verify that all listed leaders have valid email addresses.
  6. Verify that there are five or more youth members are registered in the unit.
  7. Print and review the Annual Unit Charter Agreement

The Unit Renewal process is fully complete when the following three items have been received by the Council, reviewed, and approved:

  1. Unit Renewal request/order submitted using the online Unit Renewal system or done in-person if renewing offline 
  2. Unit Renewal fee payment by credit/debit card, Bank Transfer, or check.
  3. Printed, completed, and signed Annual Unit Charter Agreement submitted offline. 
Commissioner - How Can I Help?
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Do Your Best – Renewal Methods

Unit Renewal Online (PREFERRED) – Unit pays ONLINE using credit/debit card or bank transfer

  Receive Unit Renewal notification

The unit Key 3 (COR, Unit Committee Chair, Unit Leader) and the COR Delegate will receive renewal notification from the system sixty days (i.e., two months) prior to the charter expiration date.

– Access the online Unit Renewal system

Click the link in the notification email message to get to the Unit Renewal system. Then, login and follow the instructions.

The system and current renewal status can also be accessed by browsing to My.Scouting.org > select unit (i.e., Organization) > Organization Manager > Unit Renewal.

Unit Validation

  1. Review the Unit Leadership section. Click the button to Edit Positions, if necessary, and then return to the Unit Renewal page to continue.
    ℹ Note: At least five leaders (see below) must be listed for the renewal  validation to pass:
    • Packs = COR, Pack Committee Chair, Cubmaster, at least two Committee Members, and at least one Den Leader.
    • Troops, Crews, Ships, and Post = COR, Unit Committee Chair, unit leader (e.g., Scoutmaster), and at least two Committee Members.
  2. The person completing the Unit Renewal process (e.g., Key 3 member or COR Delegate) must input their name in the Unit Renewal and Leadership Approval section and then click the Next Step button in the bottom right.
Note: Any validation errors must be resolved before the system will allow the Unit Renewal process to proceed.
Unit Renewal - Unit Validation

Payment

  1. Select the appropriate Payment option (e.g., Credit Card or Bank Account) and input the necessary Billing Information.
  2. Review the Unit Renewal Fees section and then click the Submit Payment button in the bottom right. 
  3. Review Renewal Order Status page and print a copy of this page if a receipt is needed. Click the Go To Confirmation button in the lower right.
  4. The system will show that the payment is being processed and that  Unit Renewal order has been submitted.

Annual Unit Charter Agreement

  1. Download, fill out, and print the Annual Unit Charter Agreement.
  2. Review the Annual Unit Charter Agreement and have it signed by the following people:
    • Charter Organization (Executive Officer)
      ℹ Note: The name of the Executive Officer can be found in My.Scouting.org > Menu > select unit (i.e., Organization) > Organization Manager > Position Manager > Registered Positions.
    • Charter Organization Representative (COR)
    • Unit Committee Chair 
    • Local BSA Council (e.g., Unit Commissioner)
  3. Drop the signed Annual Unit Charter Agreement off to the staff member at the front welcome desk in the Scout Achievement Center (SAC). The front desk is staffed 9:30 am – 5:00 pm, Monday through Friday.

    Alternatively, the Annual Unit Charter can be mailed before 10/15/2024, to:
    Dan Beard Council
    Attention: Registrar/Unit Renewal
    10078 Reading Road
    Cincinnati, OH 45241.

    ℹ  Note: Keep a copy of the signed Annual Unit Charter Agreement for the unit’s records.

Enjoy another great year of Scouting!

The Council Registrar will review the Unit Renewal order, payment, and Annual Unit Charter Agreement once all have been received. If all three are correct, then the Unit Renewal will be approved by the Registrar. 

The new unit charter will be available to view and print in My.Scouting.org > Menu > select unit (i.e., Organization) > Organization Manager > Unit Dashboard > Unit Summary section > 👁 View Charter link.

Scouting America Social Graphic - Hiking

Unit Renewal video

Our friends at Mecklenburg County Council have created and shared a how-to video that provides a good overview of this renewal method. Check it out!

ℹ Note: “Unit Recharter” on the title slide should read “Unit Renewal.” Also, DBC no longer has a “Unit Account” option.

Note: Do not use the contact information provided at the end of video! Instead, send a message to the DBC Assistant Council Commissioner for Technology and Renewals using the Commissioner Contact form.

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Unit Renewal Offline – Unit pays OFFLINE using a check

  Receive Unit Renewal notification

The unit Key 3 (COR, Unit Committee Chair, Unit Leader) and the COR Delegate will receive renewal notification from the system sixty days (i.e., two months) prior to the charter expiration date.

– Access the online Unit Renewal system

Click the link in the notification email message to get to the Unit Renewal system. Then, login and follow the instructions.

The system and current renewal status can also be accessed by browsing to My.Scouting.org > select unit (i.e., Organization) > Organization Manager > Unit Renewal.

Unit Validation

  1. Review the Unit Leadership section. Click the button to Edit Positions, if necessary, and then return to the Unit Renewal page to continue.
    Note: At least five leaders (see below) must be listed for the renewal  validation to pass:
    • Packs = COR, Pack Committee Chair, Cubmaster, at least two Committee Members, and at least one Den Leader.
    • Troops, Crews, Ships, and Post = COR, Unit Committee Chair, Unit Leader, and at least two Committee Members.
  2. Input your name in the Unit Renewal and Leadership Approval section and then click the Click here for Pay at the Council Office Option button at the bottom of the page.
  3. Print the next page for reference.
  4. STOP HERE with the online portion.
Note: Any validation errors must be resolved before the system will allow the Unit Renewal process to proceed.

 – BSA Annual Unit Charter Agreement

  1. Download, fill out, and print the Annual Unit Charter Agreement.
  2. Review the Unit Charter Agreement and have it signed by the following people:
    1. Charter Organization (Executive Officer)
      ℹ Note: The name of the Executive Officer can be found in My.Scouting.org > Menu > select unit (i.e., Organization) > Organization Manager > Position Manager > Registered Positions.
    2. Charter Organization Representative (COR)
    3. Unit Committee Chair 
    4. Local BSA Council (e.g., Unit Commissioner)
  3. Take the signed Annal Unit Charter Agreement with you to the Scout Achievement Center (SAC).

– Go to the Scout Achievement Center 

If paying the Unit Renewal fee by a physical check (made out to Dan Beard Council, BSA), then either a Key 3 member or the COR Delegate can visit the Scout Achievement Center (SAC). Go to the front welcome desk and work with the staff member to lookup and renew the unit. Please allow enough extra time for a potential lines or questions. The SAC front desk is staffed 9:30 am – 5:00 pm, Monday through Friday.

Enjoy another great year of Scouting!

The Council Registrar will review the Unit Renewal order, payment, and Annual Unit Charter Agreement once all have been received. If all three are correct, then the Unit Renewal will be approved by the Registrar. 

The new unit charter will be available to view and print in My.Scouting.org > Menu > select unit (i.e., Organization) > Organization Manager > Unit Dashboard > Unit Summary section > 👁 View Charter link.

Scouting America Social Graphic - Hiking

Unit Renewal video

Our friends at Mecklenburg County Council have created and shared a how-to video that provides a good overview of this renewal method. Check it out! 

ℹ Note: “Unit Recharter” on the title slide should read “Unit Renewal.” Also, DBC no longer has a “Unit Account” option.

Note: Do not use the contact information provided at the end of video! Instead, send a message to the DBC Assistant Council Commissioner for Technology and Renewals using the Commissioner Contact form.

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Important Reminders

  • The Unit Key 3 and COR Delegate will get renewal notices by email starting sixty days (i.e., two months) before the charter expiration date. Unit Renewal is available starting at that time. It is unavailable to use prior to this point.
  • The Annual Unit Charter Agreement must be printed, reviewed, signed by the Charter Organization Executive Officer, COR, Unit Leader, and Local BSA Council (e.g., Unit Commissioner), and turned into the Council prior to the end of the Unit Renewal period.
  • There is a thirty day (i.e. one month) lapse period after the date of expiration before the unit will be dropped.
  • Members are no longer listed on the charter.
  • Units will need to review membership statuses on a MONTHLY basis since memberships are now on a twelve month cycle for each individual.
  • Individual memberships are still valid even if a unit doesn’t renew. Members will appear on the “Members without a unit” report.  This report is reviewed regularly by District and Council to help members find a new unit and continue in Scouting.
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Frequently Asked Questions (FAQ)

No. We strongly encourage units to pay the renewal fee online during the Unit Renewal process using a credit/debit card or Bank Transfer (i.e., ACH payment).

No. Each unit must be renewed individually. Go to My.Scouting.org, > Menu > select unit (i.e., Organization) > Organization Manager > Unit Renewal to renew a unit. Repeat the process for any other units that need to be renewed.

If your unit/charter expiration date is not 10/31/2024, then the Unit Renewal will need to be processed manually. Please visit the front welcome desk in the Scout Achievement Center (SAC) for assistance, or contact your Unit Commissioner. It is likely that your Key 3 will be contacted prior, and during, the Unit Renewal window by the Council Registrar in order to work directly with you to complete the Unit Renewal since this is a known exception.

The Council Registrar will handle the renewals for Scoutreach units manually.

  • NO. Individual memberships are now fully separate from Unit Renewal for both the renewal process and paperwork/applications submissions.
  • Members will NOT be listed on the unit charter, and member applications should NOT be submitted with any Unit Renewal paperwork.
  • New members may join using the online system (i.e., BeAScout.org) or by submitting the paper applications directly to the unit. The unit should submit new applications to the SAC seperate from any Unit Renewal paperwork. 
  • Applications for new adult leaders must include proof that the individual has completed Youth Protection Training (YPT) and may take up to six weeks for the full background check to complete. If the new adult leader is going to be responsible for Unit Renewal process, then their membership application should be submitted by 7/01/2024, to ensure enough processing time prior to the Unit Renewal option becoming available on 9/01/2024.
  • ℹ Note: The best practice is to have adult leaders renew their YPT annually so that it’s always up to date. Doing this during the annual Unit Renewal period is an excellent time to ensure that adult leader YPT is valid through the next twelve months.
  • Existing members may updateing their leadership positions by submitting a paper application directly to the unit. The unit should submit new applications to the SAC seperate from any Unit Renewal paperwork.

Individual memberships and positions are NOT linked to the unit charter. Unit leaders and assigned postions and/or functional roles can be added or removed at any time before, during, and after the Unit Renewal process. However, the unit must have at least five fully registered adult leaders that have completed the background check and Youth Protection Training (YPT) in order for the online Unit Renewal process to pass validation and proceed.

  • Scout Achievement Center (SAC) is located at 10078 Reading Rd, Cincinnati, OH 45241. 
  • The front welcome desk in the SAC is staffed 9:30 am – 5:00 pm, Monday through Friday.
  • The phone number for the front desk is (513) 577-7700.

Contact the Council Registrar for assistance in having these items corrected. Please be sure to include the BSA ID numbers of the accounts and the specific corrections needed. Note that these requests will get prioritized accordingly based on the other Unit Renewal and Membership Renewal processes occurring. This will not affect the Unit Renewal process. 

  • The unit should regularly verify that its registered leaders and their positions are always up to date as this information is used regularly by the District and Council throughout the year for many purposes.
  • This information can be verified and upadated by the Key 3 in My.Scouting.org > Menu > select unit (i.e., Organization) > Organization Manager > Position Manager  > Registered Positions and Functional Positions.
  • The Unit Renewal process will successfully validate and proceed if the leaders listed meet all requirements (e.g., background check complete, YPT completed, non-expired membership) at the time the Unit Renewal process is attempted. Future expiration or changes do NOT effect the process at the time it is being executed.
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